Our Recruitment Privacy Policy

Recruitment Privacy Policy

As part of any recruitment process, Ascentis collects and processes personal data relating to job applicants. Ascentis is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does Ascentis collect?

The HR team at Ascentis collects a range of information about you. This includes

  • First name
  • Surname
  • Email address
  • Home telephone number
  • Mobile number
  • Date of Birth
  • Full current Address
  • Postcode
  • Educational background- Dates from- to, Institutions, Degree or Diploma Subject Studied-class of degree
  • Training courses- Details, dates attended qualifications/grades
  • Current employment- Business name, Address, postcode, employment dates, Job role, start date, email
  • Previous employment- Business name, Address, employment dates (start/end), job role, salary, job details
  • Able to use a car
  • References- Name, email address, full address, postcode, telephone number, occupation, relationship to potential employee, time known, positon
  • Signature
  • Details of your qualifications, skills, experience and employment history;
  • Information about your current level of remuneration, including benefit entitlements;
  • Whether or not you have a disability for which Ascentis needs to make reasonable adjustments during the recruitment process;
  • Information about your entitlement to work in the UK;

Ascentis collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

Data will be stored in two places on your application record (electronic secure file) and email.


Why does Ascentis process personal data?

Ascentis needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, Ascentis needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

Ascentis has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Ascentis to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. Ascentis may also need to process data from job applicants to respond to and defend against legal claims.

Ascentis processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Ascentis will not use your data for any purpose other than the recruitment exercise for which you have applied.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR team and interviewers involved in the recruitment process.

Ascentis will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Ascentis will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.

How does Ascentis protect data?

Ascentis takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

  • Cyber Security
  • Password protected
  • Restricted use
  • Locked cabinets for paper files containing personal data
  • Data Protection Policy
  • Disciplinary Policy

For how long does Ascentis keep data?

If your application for employment is unsuccessful, Ascentis will hold your data on file up to four weeks after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.


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